Nashville Public Radio
Overview
The purpose of this classification is to assist the Town Clerk in the management and coordination of the functions of the Town Clerk’s Office.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Responsibilities
Assist in the preparation of agendas and packets for Town Council meetings; record and transcribe minutes of Town Council and Board meetings; distribute documentation to Council members, staff, the public, or others as appropriate.
Perform customer service functions; provide assistance and information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues; respond to routine questions or complaints; initiate problem resolution.
Research various subjects as needed for special projects.
Collaborate with Information Systems (IS) Department on system improvements for best practices. Provide technical advice and direction regarding new developments in records management policies and procedures.
Perform a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives.
Assist in the recruitment process for volunteers to serve on the Town’s Boards and Committees; serve as a Board or Committee Staff Liaison or Recording Secretary as needed. Oversee the planning and management of the annual Boards and Committees Appreciation Luncheon. Oversee the management of Boards and Committees onboarding, appointment process and preparation of binders for Council Members. Assist with Boards and Committees semi-annual goals and objectives process and bi-annual Ethics training.
Coordinate with the Town Clerk on promotional items on behalf of the office, including hosting local municipal clerk’s association annual event.
Update information in the Town Times Newsletter and serve as one of the Town Clerk Web Content Managers and process electronic agenda, and posting audio files for Town website.
Help coordinate the advertising of Council notices, bids, or other advertisements in local newspapers; maintain advertising records for proof of publication.
Certify and notarize legal documents, administer oaths of office for Police Officers and elected officials in the absence of the Town Clerk.
Assist in managing and coordinating municipal elections; assist in hiring poll workers; assist in coordinating and certifying election results.
Coordinate public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes.
Coordinate Town wide Ethics, Sunshine Law, Agenda Management, and Public Records training, as needed.
Assist with budgetary duties such as budget preparation, expenditure review or budget administration to ensure compliance with approved budget.
Assist in preparing and/or monitoring budget for the area of assignment; monitor status of expenditures in relation to available funds in budget accounts; obtain price quotes for purchases as required.
Prepare, publish and post legal advertisements, ordinances, public hearings/notices, and agendas.
Perform duties of Town Clerk as authorized, and maintain responsibility for all functions in the absence of the Town Clerk, including supervising staff, approving time sheets, exercising independent judgment, making decisions, certifying documents, receiving/signing for subpoenas, receiving/distributing mail, or other tasks.
Attend bid openings, as needed.
Attend public meetings, as needed; set up meeting facilities; set up audio/visual equipment, photographic equipment, recorders, displays, or other requirements, as needed.
Prepare or complete various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with the Office functions.
Receive various forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records, manuals, reference materials, or other documentation; review, complete, process, forward or retain as appropriate.
Operate a computer to enter, retrieve, review or modify data; verify accuracy of entered data and make corrections; utilize word processing, spreadsheet, imaging, research, e-mail, Internet, or other computer programs; perform basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
Maintain an electronic file system of departmental records; prepare departmental files; sort/organize documents to be filed; file documents in designated order; retrieve/replaces files.
Communicate with supervisor, Town Council members, Mayor, employees, other departments, other governmental agencies, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Attend various meetings, serve on committees, and make presentations as needed.
Maintain a comprehensive, current knowledge of applicable laws/regulations; maintain awareness of new trends and advances in the profession; read professional literature; maintain professional affiliations; attend workshops and training sessions as appropriate.
Additional Functions
Perform general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
Provide assistance to other employees or departments as needed.
Perform Other Related Duties As Required.
Qualifications
Bachelor’s degree in Records Management, Business Administration, Public Administration, or a closely related field.
Three (3) years of previous experience and/or training that includes management of official records, office management, customer service, and personal computer operations.
Must be able to possess and maintain a valid Notary Public certification by the State of Florida.
A comparable amount of training, education, or experience can be substituted for the education requirement.
A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state may be utilized, and the ability to obtain the State of Florida license within thirty (30) days from the date of employment is required.
Preferred Qualifications
Certified Municipal Clerk (CMC) certification.
Experience with Florida Elections and Florida local government.
Data, Interaction, and Physical Requirements
Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for recognizing actual or probable interactive effects and relationships.
Human Interaction : Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude : Requires the ability to perform arithmetic operations and interpret graphs as needed for the role.
Functional Reasoning : Requires the ability to apply rational principles, interpret instructions, and exercise independent judgment to adapt methods and standards.
Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in evaluating information against criteria.
ADA Compliance and Physical/Sensory Requirements
ADA Compliance
and
Physical Ability : Tasks involve light physical effort and may include extended keyboard work; some lifting up to 5-10 pounds.
Sensory Requirements : Ability to perceive and discriminate visual cues; ability to communicate orally.
Environmental Factors : May involve exposure to adverse conditions such as dust or mildew.
The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
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The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Responsibilities
Assist in the preparation of agendas and packets for Town Council meetings; record and transcribe minutes of Town Council and Board meetings; distribute documentation to Council members, staff, the public, or others as appropriate.
Perform customer service functions; provide assistance and information related to Town/department activities, boards/committees, documentation, procedures, fees, or other issues; respond to routine questions or complaints; initiate problem resolution.
Research various subjects as needed for special projects.
Collaborate with Information Systems (IS) Department on system improvements for best practices. Provide technical advice and direction regarding new developments in records management policies and procedures.
Perform a variety of management and administrative functions including assisting with departmental budget preparation; monitoring expenditures; managing the annexation process; and assisting with development of departmental goals and objectives.
Assist in the recruitment process for volunteers to serve on the Town’s Boards and Committees; serve as a Board or Committee Staff Liaison or Recording Secretary as needed. Oversee the planning and management of the annual Boards and Committees Appreciation Luncheon. Oversee the management of Boards and Committees onboarding, appointment process and preparation of binders for Council Members. Assist with Boards and Committees semi-annual goals and objectives process and bi-annual Ethics training.
Coordinate with the Town Clerk on promotional items on behalf of the office, including hosting local municipal clerk’s association annual event.
Update information in the Town Times Newsletter and serve as one of the Town Clerk Web Content Managers and process electronic agenda, and posting audio files for Town website.
Help coordinate the advertising of Council notices, bids, or other advertisements in local newspapers; maintain advertising records for proof of publication.
Certify and notarize legal documents, administer oaths of office for Police Officers and elected officials in the absence of the Town Clerk.
Assist in managing and coordinating municipal elections; assist in hiring poll workers; assist in coordinating and certifying election results.
Coordinate public records requests and subpoenas to ensure prompt responses and adherence to Florida Statutes.
Coordinate Town wide Ethics, Sunshine Law, Agenda Management, and Public Records training, as needed.
Assist with budgetary duties such as budget preparation, expenditure review or budget administration to ensure compliance with approved budget.
Assist in preparing and/or monitoring budget for the area of assignment; monitor status of expenditures in relation to available funds in budget accounts; obtain price quotes for purchases as required.
Prepare, publish and post legal advertisements, ordinances, public hearings/notices, and agendas.
Perform duties of Town Clerk as authorized, and maintain responsibility for all functions in the absence of the Town Clerk, including supervising staff, approving time sheets, exercising independent judgment, making decisions, certifying documents, receiving/signing for subpoenas, receiving/distributing mail, or other tasks.
Attend bid openings, as needed.
Attend public meetings, as needed; set up meeting facilities; set up audio/visual equipment, photographic equipment, recorders, displays, or other requirements, as needed.
Prepare or complete various forms, reports, correspondence, lists, agendas, meeting packets, meeting minutes, legal notices, advertisements, field purchase orders, time sheets, tables, charts, or other documents in conjunction with the Office functions.
Receive various forms, reports, correspondence, lists, agenda items, public records requests, legal documents, contracts, ordinances, resolutions, proclamations, code books, Town records, manuals, reference materials, or other documentation; review, complete, process, forward or retain as appropriate.
Operate a computer to enter, retrieve, review or modify data; verify accuracy of entered data and make corrections; utilize word processing, spreadsheet, imaging, research, e-mail, Internet, or other computer programs; perform basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
Maintain an electronic file system of departmental records; prepare departmental files; sort/organize documents to be filed; file documents in designated order; retrieve/replaces files.
Communicate with supervisor, Town Council members, Mayor, employees, other departments, other governmental agencies, local businesses, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Attend various meetings, serve on committees, and make presentations as needed.
Maintain a comprehensive, current knowledge of applicable laws/regulations; maintain awareness of new trends and advances in the profession; read professional literature; maintain professional affiliations; attend workshops and training sessions as appropriate.
Additional Functions
Perform general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail.
Provide assistance to other employees or departments as needed.
Perform Other Related Duties As Required.
Qualifications
Bachelor’s degree in Records Management, Business Administration, Public Administration, or a closely related field.
Three (3) years of previous experience and/or training that includes management of official records, office management, customer service, and personal computer operations.
Must be able to possess and maintain a valid Notary Public certification by the State of Florida.
A comparable amount of training, education, or experience can be substituted for the education requirement.
A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state may be utilized, and the ability to obtain the State of Florida license within thirty (30) days from the date of employment is required.
Preferred Qualifications
Certified Municipal Clerk (CMC) certification.
Experience with Florida Elections and Florida local government.
Data, Interaction, and Physical Requirements
Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for recognizing actual or probable interactive effects and relationships.
Human Interaction : Requires the ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
Equipment, Machinery, Tools, and Materials Utilization : Requires the ability to operate, maneuver and/or control equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude : Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude : Requires the ability to perform arithmetic operations and interpret graphs as needed for the role.
Functional Reasoning : Requires the ability to apply rational principles, interpret instructions, and exercise independent judgment to adapt methods and standards.
Situational Reasoning : Requires the ability to exercise judgment, decisiveness and creativity in evaluating information against criteria.
ADA Compliance and Physical/Sensory Requirements
ADA Compliance
and
Physical Ability : Tasks involve light physical effort and may include extended keyboard work; some lifting up to 5-10 pounds.
Sensory Requirements : Ability to perceive and discriminate visual cues; ability to communicate orally.
Environmental Factors : May involve exposure to adverse conditions such as dust or mildew.
The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
#J-18808-Ljbffr